Procard in Concur

Access to Procard in Concur:

Apply for a Procard

To apply for a University Procard, applicants must complete an application and have it signed by his/her supervisor. A valid University budget account must be identified as the default account. Accounts can be unrestricted or restricted.

By transferring purchasing authority directly to the cardholder, the Procard enables departments to quickly and conveniently purchase goods and services directly from any vendor that accepts MasterCard, without requiring purchase orders or check requisitions.

Following are some guidelines on the proper use of Procards:

Procards should not be used to circumvent the University's strategic vendor relationships. Procards may be used for purchases from non-strategic vendors only if a strategic vendor can not provide the product. A list of the University's strategic vendors can be found here .

Employees enabled to use buyND (the University's eProcurement system) should utilize on-line catalogs for purchasing needs rather than using Procards on vendor Web sites.

Procards should only be used to purchase services if the services are being performed outside of University property or, if performed on University property, the vendor has a contract and/or current insurance certificate

Procard holders are reminded of the University's exemption from sales tax in most states. Refer to the Tax Department's sales tax exemption schedule for tax exemption information about a specific state.

Using Concur for Procard Activity

Each Concur account will be associated with the user’s Procard number so that all Procard transactions will automatically be placed in a monthly statement report separate from travel expenses. Any FOAPAL changes will be made in Concur in the monthly Procard statement.

The Procard reconciliation in Concur will include attaching scanned receipts, and forwarding the completed statement to the cardholder’s assigned approver. Receipts can be attached for each individual transaction or in a single pdf and attached at the header level, in effect creating a single receipt document for all of the statement’s transactions. Once approved, the report’s transactions will automatically be entered into Banner.

This change means we will no longer use a paper-based system for reconciling. The new system will, in essence, be the same as currently required, only it will be an electronic versus paper-based system. As always, cardholders will be required to support transactions with receipts and business purpose explanations and submit completed reports to the appropriate reviewer.

Because this process will be done in Concur, which is what campus currently uses for travel and other personal reimbursements, we hope that the transition from paper and PaymentNet will be a smooth one.

We will be communicating more details about this transition in August and September, including providing detailed instructions, a Quick Reference Guide, and several on-campus demonstrations of using Concur for your Procard support.